Enterprise Solutions Council - Operating Procedures
1. Purpose and Duties: The purpose and duties of the Council are described in Advisory Council Order and unless amended shall govern the actions of the Council
2. Membership: The membership of the Council is defined in Advisory Council Order and unless amended shall govern the make up of the Council. Ten members constitute a quorum for the purpose of conducting business.
2A. Voting Membership: Each Council Member shall have one vote. Members representing a tier may send a delegate from their tier to attend and participate in meetings; delegates shall have voting rights. A Member may delegate a proxy vote on a pre-announced agenda item by notifying the Council Chair in advance of the scheduled meeting. In case of a tie vote, the Chair will reopen discussion and a second vote will be called. If a subsequent tie vote occurs the Chair will table the issue until the next Council meeting.
2B. Membership Replacement: If a Council member resigns his/her position, the Chair will solicit a replacement representing the tier as the resigned member. Within one months of resignation, the Chair will submit the name (or names) of a qualified replacement(s) to the Secretary of State.
2C. Member Participation: If a Council Member misses two consecutive regularly scheduled meetings, the Chair will contact that member to assess that Member's commitment to ESC and may suggest that Member step down.
3. Meetings: The Council shall meet at least quarterly. The Council may schedule other meetings at their convenience if needed.
4. Procedures: The Chair shall act as the presiding officer of all meetings. In the case of incapacity or inability to attend a meeting, the Vice-Chair shall preside. The usual parliamentary rules as laid down in "Robert's Rules of Order" shall govern all deliberations, unless in conflict with the Advisory Council Order or these operating procedures. The order of business may be altered or suspended at any meeting by a majority vote of the Members present.
5. Agendas/Order of Business: The order of business will follow an agenda prepared by the Chair and distributed to members at least one week preceding each meeting. Items requiring Council action will be noted on the agenda. Members are encouraged to contact the Chair with suggested agenda items.
6. Process: Issues and/or projects requiring Council action will be brought forward using the issue action form and procedure, and posted on the ESC web site with instructions. All issue action forms, agendas, documents and minutes will be posted promptly to the Council web site. The Council shall approve and assign issues and/or projects for further study to the appropriate working group. The working group shall report its recommendation(s) back to the Council for final action.
7. Executive Committee: The Executive Committee prioritizes ESC implementation recommendations and serves as project champion for ESC endorsed efforts. The Executive Committee shall prepare a strategic plan to help guide ESC efforts and ensure consistency with state and agency strategic IT plans.
8. Amendments: Initial adoption of these operating procedures requires a two-thirds vote of the votes cast by the Members present when brought to vote. Upon proposal to the Council, these operating procedures may be amended, repealed, or altered, in whole or in part, by a two-thirds (2/3) vote of the votes cast by the Members present when brought to vote. These operating procedures may be amended at any meeting of the Council, provided that a copy of any proposed amendment shall be provided each Member at least fourteen (14) days prior to the date of the meetingp.
